Vacancy Announcement - U.S. Embassy in South Sudan

Vacancy Announcement

Embassy of the United States Of America Juba, South Sudan

TO: All Interested Candidates (All APPROVED BY: A/Management Officer,

Sources)

Denise L Knapp.

FROM: Management Office

DATE: 10/10/2017 No: Juba-2017-Ex-12

SUBJECT: Protocol Assistant, FSN 120

OPEN TO:

All Interested Candidates (All Sources)

POSITION:

Protocol Assistant, FSN - 8; FP-AA

OPENING DATE: October 11, 2017

CLOSING DATE: October 25, 2017

WORK HOURS:

Full-time; 40 hours/week

SALARY:

*Ordinarily Resident (OR): US$ 21, 091.0 p.a. (Starting salary) (Position Grade: FSN-8); Not-Ordinarily Resident (NOR): (Starting salary determined by Washington) (Position Grade: FP-AA)

*ALL ORDINARILY RESIDENT APPLICANTS MUST HAVE THE REQUIRED SOUTH SUDANESE WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION. The U.S. Embassy is not able to assist candidates to obtain work/residency permits.

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The Embassy of the United States in Juba is seeking to hire an individual to serve in the Protocol Assistant position in the Executive Office.

Basic Function of Position:

Serves as Protocol Assistant (PA), advising the Mission on all protocol matters, and providing administrative support. Incumbent works closely with the Executive Office Management Specialist (OMS) in developing schedules and assisting with the logistics for visitors; coordinates events and meetings with host government officials at various levels. The PA works collaboratively with the Political and Economic team. The incumbent provides protocol guidance and advice to the all U.S. Federal agencies present in Juba, to assist in accomplishing the overall mission.

MAJOR DUTIES AND RESPONSIBILITIES

With the Protocol office being the primary interface and coordination unit for events and meetings with the host government at various levels, incumbent will work independently in developing and maintaining appointments for the Ambassador and other Mission officers; manage all work associated with the protocol office; schedule and assist with the logistics for visitors; also assist in event and meeting coordination at various levels.

Maintain the Executive Office contacts in the Contact Management Database (CMD) for use in preparing the guest list for the Mission National Day reception and other large events. Use lists for appointments and events, developing and maintaining gratuity list. Assist the OMS in CMD management, troubleshooting, and user assistance. Participate in training of mission personnel in data entry and updating of their section's contacts in the system. Research from newspapers and online biographical data on Executive Office contacts and prepare biographic information for reference.

Seek a high number of appointments and meetings for the Ambassador. Personally phone high ranking host government officials, including Ministers, NGOs, and company CEOs to invite them to events and request

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meetings. Maintain a follow-up system to ensure responses to our inquiries. Handle incoming phone calls to the Executive Office, as well as manage access and escort visitors while at the Embassy. The incumbent is the point of contact with the host government Office of Protocol for VIP visits. As such, provide information on host government roles and responsibilities to other Embassy sections and agencies working in support of VIP visits. The Protocol Assistant handles delegated tasks related to VIP visits, such as attending count-down meetings, assisting with preparations, making appointments and arranging for representational events, and supports the visit throughout its duration.

Provide protocol guidance and protocol liaison with the host government and the local community. The incumbent is required to make suggestions for events, in planning them as well as providing input and guidance on the expected pattern of official functions. Responsible for the preparation of guest lists, format, printing and distribution of invitation cards, suggesting seating arrangement for official and social functions hosted by the Executive Office. Also follows up on invitations and coordinates with the Ambassador's Residence staff and Ambassador's OMS on representational events at the residential compound. Meets and greets visitors. Plans, implements, and prepares invitations for the annual U. S. National Day reception and other official functions, coordinating with various sections of the Mission.

Assist the Executive Office in preparing outgoing correspondence and diplomatic notes. Maintain log of outgoing diplomatic note numbers and keeps records of these notes. Receive incoming diplomatic notes; distribute to appropriate parties and update contact database as needed. Serve as subject matter expert on diplomatic notes and train Mission personnel on correct preparation and record keeping of their section's diplomatic notes. Respond to invitations on behalf of the Front Office via email or telephone. Work with various sections and agencies in coordinating visits. Handle other miscellaneous duties for the office as assigned.

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 Assist the Political and Economic sections with analysis of current domestic developments in those areas and serve as back up support to those sections in the absence of their assistant.

Assist the Management and Human Resource section with Ministry of Foreign Affairs issues and serve as backup for visa and exemption (work permit) requests.

A copy of the complete position description listing all duties and responsibilities is available in the Office.

QUALFICATIONS REQUARED FOR EFFECTIVE PERFORMANCE

a. Education: Completion of Secondary Education and a minimum of two years of college study in business, international relations or a related field is required.

b. Prior work experience: A minimum of three years' progressively responsible administrative work experience as an executive secretary, personal assistant, protocol assistant, or its equivalent is required.

c. Post entry training: On the job: Contact Management Database and Protocol Assistant training to be provided within first year.

d. Language proficiency: Level IV (Fluent) English is required; Level II (Basic) Arabic is required.

e. Knowledge: A solid understanding of South Sudan's economic, social and political arena is required, as is an understanding of the Comprehensive Peace Agreement, and the powers and authorities devolved to the Government of South Sudan and the states. A basic understanding of the U.S. Government and its priorities in South Sudan is also required. Some basic protocol knowledge and "who's who" in South Sudanese society is also required.

f. Skills and abilities: Ability to work independently. Must have strong computer skills, especially with Microsoft products such as Outlook calendar and email, Excel, and Access or other database applications. Must have strong customer service and planning skills. Able to work in a team

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environment, with a multitude of tasks. Must have tact and maturity to deal comfortably with high ranking officials from both South Sudan and the United States.

SELECTION PROCESS

When fully qualified, U.S. Citizen Eligible Family Members (USEFMs) and U.S. Veterans are given preference. Therefore, it is essential that the candidate specifically addresses the required qualifications above in the application.

ADDITIONAL SELECTION CRITERIA

? Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.

? Current employees serving a probationary period are not eligible to apply.

? Current Ordinarily Resident employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance Report are not eligible to apply.

? Currently employed U.S. Citizen EFMs who hold a Family Member Appointment (FMA) are ineligible to apply for advertised positions within the first 90 calendar days of their employment.

? Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible to apply for advertised positions within the first 90 calendar days of their employment unless currently hired into a position with a When Actually Employed (WAE) work schedule.

? The candidate must be able to obtain and hold a Background Security Certification.

TO APPLY

Interested candidates for this position must submit the following for consideration of the application:

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? Universal Application for Employment (UAE) as a Locally Employed Staff or Family Member (DS-174); this form is available on the U.S. Embassy Web site: and

? A current resume or curriculum vitae that provides the same information found on the UAE; or

? A combination of both; i.e. Sections 1 -24 of the UAE along with a listing of the applicant's work experience attached as a separate sheet; plus

? Candidates who claim U.S. Veterans preference must provide a copy of their Form DD-214 with their application. Candidates who claim conditional U.S. Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.

? Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above.

SUBMIT APPLICATION TO: U.S. Department of State Management Office U.S. Embassy Juba Kololo Road Juba, South Sudan E-mail: USEmbassyJubaHR@ E-mail Subject Line: Position Title: Protocol Assistant, Job #: Juba-2017 Ex - 12. POINT OF CONTACT USEmbassyJubaHR@ or address a letter to: State ICASS Management Officer, U.S. Embassy Juba, Kololo Road, Juba, South Sudan.

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THIS POSITION WILL CLOSE ON OCTOBER 25, 2017; 16:00 Juba Time

The U.S. Mission in Juba, South Sudan provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.

The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.

DEFINITIONS

Eligible Family Member (EFM): An individual related to a U.S. Government employee in one of the following ways:

? Spouse or same-sex domestic partner (as defined in 3 FAM 1610); ? Child, who is unmarried and under 21 years of age or, regardless of age, is

incapable of self-support. The term shall include, in addition to natural offspring, stepchildren and adopted children and those under legal guardianship of the employee or the spouse when such children are expected to be under such legal guardianship until they reach 21 years of age and when dependent upon and normally residing with the guardian; ? Parent (including stepparents and legally adoptive parents) of the employee or of the spouse, when such parent is at least 51 percent dependent on the employee for support; ? Sister or brother (including stepsisters and stepbrothers, or adoptive sisters or brothers) of the employee, or of the spouse, when such sibling is at least 51 percent dependent on the employee for support, unmarried, and under 21 years of age, or regardless of age, incapable of self-support.

U.S. Citizen Eligible Family Member (USEFM): For purposes of receiving a preference in hiring for a qualified position, an EFM who meets the following criteria:

? U.S. Citizen;

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? EFM (see above) at least 18 years old; ? Listed on the travel orders of a direct-hire Foreign, Civil, or uniformed

service member assigned to or stationed abroad with a USG agency that is under COM authority, or at an office of the American Institute in Taiwan; and either:

? Resides at the sponsoring employee's or uniformed service member's post of assignment abroad or at an office of the American Institute in Taiwan; or

? Resides at an Involuntary Separate Maintenance Allowance (ISMA) location authorized under 3 FAM 3232.2.

? Appointment Eligible Family Member (AEFM): EFM (see above) eligible for a Family Member Appointment for purposes of Mission employment:

? Is a U.S. citizen; and ? Spouse or same-sex domestic partner (as defined in 3 FAM 1610) or a child

of the sponsoring employee who is unmarried and at least 18 years old; and ? Is listed on the travel orders or approved Form OF-126, Foreign Service

Residence and Dependency Report, of a sponsoring employee, i.e., a directhire Foreign Service, Civil Service, or uniformed service member who is permanently assigned to or stationed abroad at a U.S. mission, or at an office of the American Institute in Taiwan (AIT), and who is under chief of mission authority; and ? Is residing at the sponsoring employee's post of assignment abroad or, as appropriate, office of the American Institute in Taiwan. ? Does not receive a Foreign Service or Civil Service annuity

? Member of Household (MOH): An individual who accompanies a direct-hire Foreign, Civil, or uniformed service member permanently assigned or stationed at a U.S. Foreign Service post or establishment abroad, or at an office of the American Institute in Taiwan. An MOH is:

? Not an EFM; ? Not on the travel orders of the sponsoring employee; ? Has been officially declared by the sponsoring USG employee to the COM

as part of his/her household.

A MOH is under COM authority and may include a parent, unmarried partner, and other relative or adult child who falls outside the Department's current legal

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